Rajeshwari Vaidyanathan
Coimbatore
Summary
Dynamic professional with extensive experience as a Personal Assistant at Kulczyk Investments S.A., excelling in project management and calendar organization. Proven ability to streamline travel coordination and enhance expense reporting accuracy. Adept at fostering collaboration among diverse teams, ensuring seamless operations and exceptional support for executives.
Overview
11
11
years of professional experience
Work History
Personal Assistant to the Managing Director
Kulczyk Investments S.A.(Dubai)
Dubai
10.2008 - 05.2016
- Managed special projects, contributing to team efforts and meeting project deadlines.
- Performed various clerical tasks and organized office areas to promote productivity.
- Arranged conference calls with remote employees or clients located outside of local area.
- Organized personal and professional calendars with reminders for upcoming meetings and events.
- Answered incoming calls and emails promptly while managing the executive's schedule accordingly.
- Coordinated meetings between internal departments and external partners.
- Processed invoices related to business expenses incurred by the executive team.
- Managed expense reports, including tracking receipts and processing reimbursements promptly.
- Coordinated travel arrangements, including flights, accommodations, and itineraries, for both business and personal trips.
- Assisted in planning and coordinating events, from small meetings to large corporate gatherings.
- Prepared documents such as reports, presentations, agendas, and correspondence.
- Provided personal support to the executive, including errand running and personal shopping.
- Worked successfully with diverse group of coworkers to accomplish goals and address issues related to our products and services.
Executive Secretary to the General Manager
Ditra/Scitra Sharjah, UAE (UAE's leading Home and Personal Care Manugacturers
Sharjah
02.2005 - 05.2008
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
- Reconciled financial statements submitted by subordinates; prepared monthly reports on discrepancies found.
- Negotiated favorable terms and pricing agreements with vendors and providers for service at special events and meetings.
- Facilitated internal communication by distributing information and scheduling presentations.
- Performed research on specific topics as requested by management personnel.
- Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.
- Provided assistance in resolving customer complaints or inquiries in a timely manner.
- Updated and implemented administrative and executive support policy changes and monitored effects.
- Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
- Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
- Prepared agendas and took minutes of meetings attended by the executive staff.
- Reviewed incoming correspondence; distributed materials accordingly.
- Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and comply with company policies and procedures.
- Advocated and worked collaboratively to standardize processes, procedures and communications.
- Created spreadsheets using Microsoft Excel to record data regarding departmental expenses and budgets.
- Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
- Initiated regular staff meetings to advance open communications, facilitate teamwork and improve morale.
- Ordered office supplies to keep stationary and inventory properly stocked.
- Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
- Relayed messages, retrieved reports and printed documents for co-workers to assist with office workflow.
- Completed day-to-day duties accurately and efficiently.
- Provided excellent service and attention to customers when face-to-face or through phone conversations.
Education
Bachelor of Arts -
St. Joseph's College of Commerce
Bangalore, India03-1986
Skills
- Project management
- Calendar management
- Travel coordination
- Expense reporting
- Excellent communication skills
- Event planning
- Research skills
- Microsoft Excel
- Attention to detail
- Advanced multitasking
Languages
English
Proficient (C2)
C2
Tamil
Advanced (C1)
C1
Timeline
Personal Assistant to the Managing Director
Kulczyk Investments S.A.(Dubai)
10.2008 - 05.2016
Executive Secretary to the General Manager
Ditra/Scitra Sharjah, UAE (UAE's leading Home and Personal Care Manugacturers
02.2005 - 05.2008
Bachelor of Arts -
St. Joseph's College of Commerce